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OM2 Case TAPF PDF
OM2 Case TAPF PDF
In 2014, TAPF was functioning at 19 locations across nine Indian states (Exhibit 1). It has been recognized as the
world’s largest NGO-run mid-day meal program. The board of trustees comprises eminent personalities from
different walks of life (Exhibit 2). The mission of TAPF was to reach out to five million children by 2020, thereby
meeting the basic needs of nutrition of the children and also aiding them in the process of education which would
eventually help in achieving the two most critical millennium development goals: elimination of hunger 2 and
universalization of primary education. 3
The kitchens of TAPF formed the backbone of the organization. The kitchens were highly mechanized and scalable,
which ensured quality and hygienic conditions to provide the best meals for the children. The machinery had the
capacity to cook meals for thousands of children in a matter of few hours. As the kitchens were spread across
different states of India, the meals were customized to suit the palates of the respective regions. TAPF kitchens were
designed based on the type of menu they catered to. Two types of menus were prepared throughout the country:
North Indian and South Indian. The North Indian menu comprised three items: roti (flat Indian bread), sabji
(vegetable gravy) and rice; while the South Indian menu comprised rice, sambar (lentil vegetable stew)/rasam (lentil
soup), and curd. The menus were designed such that the children were provided with the nutritional value needed for
their healthy growth.
1
http://www.akshayapatra.org/indias-mid-day-meal-scheme
2
http://www.unicef.org/mdg/poverty.html
3
http://www.unicef.org/mdg/education.html
Professor Anshuman Tripathy and FPM student Kiran K, prepared this case for class discussions. This case is not intended to serve as an
endorsement, source of primary data, or to show effective or inefficient handling of decision or business processes.
Copyright © 2014 by the Indian Institute of Management Bangalore. No part of the publication may be reproduced or transmitted in any form or
by any means – electronic, mechanical, photocopying, recording, or otherwise (including internet) – without the permission of Indian Institute of
Management Bangalore.
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TAPF operated through two kitchen models: centralized kitchens (16) and de-centralized kitchens (3) (Exhibit 1).
Centralized kitchens were more suitable for urban and semi-urban locations, wherein all the cooking activities were
undertaken at a single large facility and then distributed to the schools in its vicinity in stainless steel containers
positioned in custom-built vehicles. Capacities of these kitchens varied between 50,000 and 150,000 meals daily
which aided in achieving economies of scale. The kitchens operated on steam-heated cauldrons which were custom
built to reduce the ‘‘cook-to-consume’’ time and also ensured the highest standards of hygiene by minimizing
human handling of food. In the decentralized kitchens, the entire cooking process was undertaken at the school or in
its vicinity. These kitchens were set up in remote areas where centralized kitchens were infeasible. TAPF
representatives identified self-help groups who carried out the cooking process. These identified persons were
educated and provided with training to prepare healthy and hygienic meals and were also provided with the raw
materials and infrastructure required by TAPF. Representatives of TAPF monitored the entire process constantly and
ensured that the program functioned smoothly and the children were provided with the best meals. Persons who
cooked in these kitchens were mostly mothers of the children in the schools; who not only gained the joy of cooking
food for the children, but also a certain degree of financial independence.
PROCUREMENT
Cooking ingredients could be broadly classified into – rice, dhal and pulses, vegetables and fruits, milk and milk
products, groceries, spices, and oil (Exhibit 4). Procurement activity for each of these categories of goods had
inherent variations. The general procurement process is explained below.
On the 20th of every month, the monthly plan for the coming month was uploaded onto the ERP (Exhibit 5). The
ERP generated the gross requirements for the next month based on the demand forecast (Exhibit 6) and the bill of
materials of the various products (Exhibits 7-9). The stores in-charge took stock of the current inventory for the
various goods and computed the net requirements for the next month. Based on the net requirements, quotations
were invited from vendors (more than two vendors). A purchase committee meeting was held once the quotations
were received which comprised representatives from stores, purchase, production, and account teams. The
committee looked into price, quality, and delivery aspects of the vendors and carried out negotiations and finalized
the vendors by the 28th to 30th of the month. This list of vendors was sent to the management for approval after
which purchase orders were released to the vendors (Exhibit 10). Vendors were given the delivery schedule dates
and quantity to be delivered. Upon delivery, the quality control team inspected the load before unloading the goods.
If the quality was found satisfactory, the goods were unloaded and goods receipt note (Exhibit 11) was generated
and goods were moved into stock. The production department then withdrew the goods from the stock based on the
issue slips (Exhibit 12). Owing to space constraints at TAPF VSP, orders with quantity of more than 5 tons were
delivered in a staggered manner.
Rice: The rice used was of two types – market rice (MR) and government rice (GR). The demand for MR and GR
was in the ratio 1:3. The MR was procured directly from the rice mills for the month with a four-day lead time. The
delivery was staggered with a minimum size of 10 ton/delivery. The GR was procured from the Food Corporation of
India (FCI). Monthly requirements were sent to the government which approved the same and forwarded the
approval to FCI. TAPF VSP had to take the delivery from the FCI warehouses producing the approval certificate.
The costs were as per government norms. Transportation and cleaning costs were to be borne by TAPF VSP. Upon
cleaning approximately, 5% to 10% of GR contained broken rice and wastage.
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Dhal & Pulses: Based on the monthly requirements, the contracts were decided. The price was fixed for the entire
month (including landing) irrespective of the number of deliveries to be made. If the quantity was below 5 tons,
there was single delivery. If the quantity was more than 5 tons, the delivery was staggered, two or three deliveries
based on 15-10 day requirements, respectively. A safety stock of 7 tons of toor dhal was maintained and lead time
was 1-2 days.
Vegetables & Fruits: For these ingredients, the purchase committee shortlisted 4-5 vendors who satisfied the
requirements of quality and delivery. The orders were placed every day, two days before consumption (Exhibit 13).
On the day of ordering, the requirements were given by 10.30 AM to all the vendors. These vendors quoted the price
and the vendor quoting minimum price was selected by 1 PM. The selected vendor had to deliver the goods the
following day between 10 AM and 12 PM. The price quoted was inclusive of landing costs. The approved pool of
vendors was revisited every 3 months based on the parameters of quality, delivery, and performance.
Milk & Milk products: Milk products had to be ordered two days in advance. The major product procured was curd.
Curds were procured from Karnataka Milk Federation (KMF). The approximate demand for curds was 40
tons/month/kitchen. The price quoted by KMF included the landing cost and would be delivered on the day of
consumption.
Groceries: Groceries were delivered in a single monthly shipment except for sugar and chili (B) (two shipments).
The lead time for delivery was 1 day except for chili (B) and salt (2 days). The prices were fixed for the entire
month, including the landing cost.
Spices: Based on the monthly menu, spices were ordered. Here, delivery dates were based on the individual
requirements in order to preserve the fragrance of the ingredients. The lead time was 2 days except for sambar
powders (5-6 days).
Oil: Palm oil was procured from oil refineries based in Mangalore. The lead time was 1 week and the delivery size
was 8 tons. A certificate of analysis was prepared at the time of delivery checking the quality parameters (Exhibit
14). Procurement was done as and when need arose and not monthly. Ghee, Vanaspati, and sunflower (refined) oil
were procured from oil mills with a lead time of 4-5 days.
PRE-PROCESSING
Upon delivery of fresh vegetables, pre-processing activities would begin at TAPF VSP at 10 AM. The unloaded
vegetables were checked, weighed, and transported to the pre-processing section on the second floor. The
vegetables, depending on their type, underwent different processes. The leafy vegetable bundles were placed in
crates and sent to designated women employees who cut the roots, searched for any foreign elements such as weeds
and removed them, and then arranged them in a second crate. These crates were then moved to another section of
women employees who undertook fine chopping of the leaves and filled the crates which are then moved into the
cold room (capacity: 10 ton vegetables). Non-leafy vegetables such as pumpkin, carrot, etc., were first immersed in
chlorine water (50-100 ppm of chlorine) for 10 minutes. Thereafter, they were moved to the vegetable cutting stand
wherein they were rough cut and arranged in crates and moved to another section where peeling and de-seeding
were undertaken. Thereafter, the vegetables were cut into standard sizes (suitable for machine cutting), arranged in
crates, and stored in the cold room. These activities were completed by 5 PM.
The rice delivered from FCI, GR, was put through the de-husking and de-stoning machines wherein the husks,
broken grains, and stones were removed. The cleaned GR was then loaded into the Master Silo (capacity: 250 tons)
through a bucket elevator. From the Master Silo, the GR was moved through bucket elevators to the Rice Silo
(capacity: 10 tons) situated in the third floor. The MR sacks were transported into the stores in the second floor and
retrieved when needed by the pre-processing section. The dhal procured was loaded into the Dhal Silo (capacity 7
tons) though bucket elevators.
At 12 AM, the pre-possessing section began its work. Depending on the actual requirements for the food (Exhibits
15 & 16), ingredients were retrieved from the silos, cold room, and the stores. The potato peeler machine (capacity
150 kg/hour) was used to peel the potatoes before sending them into the vegetable cutting machines. The rough-cut
vegetables were loaded onto vegetable cutting machine (three machines with capacity of 150 kg/hour) for final
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cutting (Figure 1). The wet coconuts were first scraped using a scraping machine (capacity: 30 kg/hour, 5 coconuts
= 1 kg), thereafter ground in a grinding machine (three machines with capacity of 30 kg/hour). Tomatoes were
retrieved, washed, and converted into pastes. These activities were completed by 2.30 AM.
After 3 AM, upon communication from the cooking section, the rice (MR/GR) was retrieved in containers, which
were used as units of measurement (capacity: 25 kg of rice and 18 L of sambar), and transferred into a tub wherein
the rice was soaked and washed with water. Similarly dhal was retrieved from the Dhal Silo, soaked and washed
with water. Thereafter, communication from the cooking section was awaited for transferring the washed rice/dhal
into the respective cauldrons through the chutes provided (Figure 2). These activities ended at about 8 AM.
COOKING
Activities in the cooking section began at 2 AM. There were totally 13 rice cauldrons (capacity: 500 L, 1 cauldron =
12 containers) and 8 sambar cauldrons (capacity: 1200 L, 1 cauldron = 61 containers). The cauldron working was
based on steam heating, where the steam was produced by boilers (2 ton/hour and 1 ton/hour).
The rice cauldron was first filled with water for about 3 minutes and allowed to heat for about 5 minutes (Exhibit
17). Thereafter, the pre-processing section was communicated to transfer the washed rice into the cauldron in the
first floor through the chute. The mixture was boiled (at 92°C for 10 minutes) and allowed to cook for about 18
minutes. The quality of rice and temperature was monitored continuously and when the cooking was completed
satisfactorily (Figure 3), the rice was unloaded onto a trolley (Figure 4) and moved to the packaging section
through a chute. The rice cauldrons operated approximately 6 hours daily. It took about 2 minutes each to set up the
consecutive cauldrons for the cooking process and 2 minutes for cleaning and preparing the cauldron for the next
batch.
The sambar cauldron was filled with water for about 10 minutes and allowed to heat (Exhibit 18). Thereafter, dhal
was added through the chute from the pre-processing section. The mixture was allowed to cook for about 63
minutes. Vegetables, pulses, and salt were added into the mixture through the chute (Figure 5). After about 22
minutes of cooking, tomato paste was added. Masala, tamarind, and seasoning were added after 10 minutes. The
sambar was allowed to boil at 96°C for about 30 minutes. The sambar was then checked for quality, taste, and
unloaded after 8 minutes into the tank (capacity: 6000 L) in the packaging section. The sambar cauldrons operated
approximately 5 hours 30 minutes daily. It took about 2 minutes each to set up the consecutive cauldrons for the
cooking process and 3 minutes for cleaning and preparing the cauldron for the next batch.
The unloaded sambar was collected in a tank which was continuously stirred manually. The tank contained an outlet
value (4Ǝ diameter, Figure 6), which was used to fill the sambar containers (1 sambar container = 70 meals),
sanitized by steam, as per the requirements (100%, 75%, 50%, and 25%). These containers moved over slotted
conveyors wherein they were sealed with the lid and the code was stamped.
The packed sambar and rice containers were moved to the loading bay though roller conveyors. The dispatch van
which was specially designed to hold these containers and maintain the temperature of the products arrived at the
loading bay. The sambar containers were loaded first after which the rice containers were loaded. The door of the
van was secured and the van departed for the schools. All vans reached their destination before 12.30 PM and
unloaded the containers as per the requirements of the school and noted down the requirements for the next day in
the School Inspection Report (Exhibits 19 & 20). The vans collected the containers delivered on the previous day
and brought them back to the facility where they were washed and kept ready for the next day.
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All the cooking equipment - cauldrons, trolleys, rice chutes, sambar or dhal tanks, cutting boards, and knives - were
sanitized with steam just before use. Containers which are used for packaging the food were also sterilized with
steam before being filled with food. Vehicles used for transporting the food were designed to maintain the ambient
temperature of the food. Vehicles were water washed with a pressure jet on the previous day and the cleanliness of
the vehicle was inspected before loading the food. These vehicles were provided with stainless steel racks of
different sizes (small, medium, and large) to secure the containers and prevent spillage of food.
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Figure 1
Vegetables being cut by the cutting machine
Figure 2
Washed raw rice being transferred into the rice cauldrons through the chute
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Figure 3
Inspection of the rice being conducted by the supervisor
Figure 4
Unloading of the cooked rice into the trolley
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Figure 5
Ingredients awaiting loading into the sambar cauldrons
Figure 6
Sambar being filled into the containers from the Sambar tank in the packaging section
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Exhibit 1
TAPF kitchens across India
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Exhibit 2
Board of trustees and advisors
Board of Trustees
Madhu Pandit Dasa Chairman, The Akshaya Patra Foundation
Abhay Jain Board Member, Head Group Corporate Affairs, Manipal Education & Medical Group
Ramdas Kamath Senior Vice President, Administration, Commercial Facilities, Infrastructure and Security,
Infosys Limited
V. Balakrishnan Member of the Board, Head, Infosys BPO, Finacle and India Business Unit
Board of Advisors
Rajendra Babu S Chairman-Advisory Board, Former Chief Justice of India and Former Chair Person, NHRC,
Chair Professor NLSIU
Ravindra Chamaria Vice Chairman-Advisory Board, Chairman & Managing Director, Infinity Infotech Parks
Ltd.
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Exhibit 3
TAPF VSP Organization Structure
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Exhibit 4
Ingredients
Ingredients
Rice Government Market
Rice Rice
Dhal & Bengal Black Gram Dhal Horse Dhal Toor Dhal Urad Dhal
Pulses Gram Urad Dhal
Milk Curds
Products
Groceries Asafoetida Bay Cardamom Cashew nut Cinnamom Chili (B) Cloves
Leaves
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Exhibit 5
Production Schedule
Exhibit 6
Daily demand
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Exhibit 7
Bill of materials for sambar
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Exhibit 8
Bill of materials of rasam
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Exhibit 9
Bill of materials for rice products and sweet
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Exhibit 10
Purchase Order
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Exhibit 11
Good received note
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Exhibit 12
Issue Slip
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Exhibit 13
Vegetable requirement
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Exhibit 14
Quality Analysis Report for Palm Oil
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Exhibit 15
Food Packaging Sheet for Rice
Format No DST 02
THE AKSHAYA PATRA FOUNDATION
Issue Status 01
VASANTHAPURA Revision Status 00
Date 19.07.2013
FOOD PACKING SHEET
Page 1 of 1
Sl MR Rice (Private) MR Rice (BBMP) Govt Rice
Vehicle No Route Names
No 100% 75% 50% 25% 100% 75% 50% 25% 100% 75% 50% 25%
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Exhibit 16
Food packaging sheet for sambar
Document No DST 02
THE AKSHAYA PATRA FOUNDATION
Issue Status 01
VASANTHAPURA
Revision Status 00
Date 19.07.2013
FOOD PACKING SHEET
Page 1 of 1
Sl. Madras Sambar Curd
Vehicle No Route Names
No 100% 75% 50% 25% 13% 100% 75% 50% 6Lis 1Lts
1 2363 Jothi Pura 13 3 4
2 8539 Cauvery Nagara 18 5 5
3 3485 Kadugodi 25 11 4
4 3020 T C Palya 22 6
5 2017 Bhattarahalli 19 7 3
6 4361 Varthur 19 8 6
7 4200 Whitefield 30 6 2
8 7729 Marthahalli 19 8 2
9 3021 HAL 20 8
10 1365 Panathur 15 13 2
11 9493 Singsandra 34 16
12 4252 K R Puram 27 3
13 5071 Jigani 27 7 3
14 3484 J B Nagar 20 7 1
15 5285 R R Nagar 36 9
16 4541 Magadi Road 24 13
17 3715 Akkipet 1 4 2
18 5309 Jaya Nagara 33 6 4
19 9488 K.Upanagar 29 9
20 3019 Ulsoor 9 9 2
21 2371 Austion Town 24 2 2
22 5070 Mudalapalya 26 7
23 5308 Harohalli 26 6 9 173
24 2364 SS Garden 21 9 3
25 4360 Puttenahalli 50 2
26 4846 Koramangala 18 7 6
27 4196 Audugodi 17 4 2
28 2342 Madivala 40 9
29 7660 Kaggalipura 22 9 6
30 2240 Somanahalli 20 5 5
31 3014 Bendre Nagara 22 12 1 174
32 4883 BBB
33 Staff 3
34
35
Total 729 0 228 76 0 0 0 0 0 347
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Document No. PDN 03
THE AKSHAYA PATRA FOUNDATION Issue Status 01
Issue Date 01.01.2008
Exhibit 17
VASANTHAPURA - BANGALORE
Revision Status 01
7 1 7 3.31 3.45 3.57 92.08 4.21 31 4 7 5.26 5.28 5.37 92.07 5.57
8 1 8 3.33 3.47 4.00 92.05 4.25 32 4 8 5.29 5.32 5.41 92.06 5.59
9 2 1 3.57 4.00 4.10 92.06 4.33 33 4 1 5.36 5.41 5.50 92.07 6.12
10 2 2 4.02 4.05 4.15 92.07 4.35 34 5 2 5.40 5.43 5.51 92.06 6.14
11 2 3 4.41 4.11 4.19 92.00 4.40 35 5 3 5.44 5.47 5.56 92.08 6.16
12 2 4 4.12 4.16 4.25 92.00 4.44 36 5 4 5.46 5.50 5.58 92.00 6.20
13 2 5 4.16 4.20 4.28 92.05 4.47 37 5 5 4.50 5.58 6.06 92.03 6.22
Rice cooking record
14 2 6 4.20 4.22 4.30 92.03 4.50 38 5 6 5.52 6.00 6.08 92.08 6.25
15 2 7 4.23 4.26 4.35 92.06 4.55 39 5 7 5.59 6.02 6.10 6.10 6.27
16 2 8 4.27 4.30 4.39 92.08 4.59 40 5 8 6.01 6.04 6.13 6.13 6.30
17 3 1 4.35 4.39 4.47 92.00 5.05 41 6 1 6.44 6.45 6.54 6.54 7.08
18 3 2 4.38 4.41 4.49 92.03 5.08 42 6 2 6.46 6.48 6.57 6.57 7.10
19 3 3 4.42 4.45 4.54 92.06 5.12 43 6 3 6.50 6.51 6.59 6.59 7.15
20 3 4 4.46 4.49 4.58 92.04 5.14 44 6 4 6.52 6.54 7.03 7.03 7.30
21 3 5 4.49 4.53 5.01 92.06 5.17 45 6 5 6.56 6.08 7.16 7.16 7.33
22 3 6 4.52 4.55 5.03 92.02 5.21 46 6 6 6.58 7.01 7.10 7.10 7.36
23 3 7 4.57 5.01 5.09 92.00 5.24 47 6 7 7.00 7.03 7.11 7.11 7.39
24 3 8 5.03 5.05 5.14 92.04 5.26 48 6 1 7.10 7.12 7.21 7.21 7.42
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6
Document No. PDN 06
THE AKSHAYA PATRA FOUNDATION Issue Status 01
Exhibit 18
4 1 4 3.22 3.32 4.35 4.35 4.57 5.09 5.09 5.35 96.02 5.47
5 1 5 3.25 3.35 4.37 4.37 5.00 5.10 5.10 5.37 96.03 6.00
6 1 6 3.27 3.37 4.40 4.40 5.03 5.12 5.12 5.39 95.09 6.05
7 1 7 3.29 3.39 4.50 4.50 5.20 5.27 5.27 6.03 96.03 6.35
8 1 8 3.30 3.40 4.53 4.53 5.23 5.30 5.30 6.05 96.00 6.37
Sambar cooking record
9 2 1 5.37 3.40 5.50 5.50 6.15 6.23 6.23 6.40 96.06 6.57
10 2 2 5.39 5.42 5.53 5.53 6.17 6.25 6.25 6.42 95.09 6.59
11 2 3 6.00 6.02 7.00 7.00 7.20 7.30 7.30 7.55 96.02 8.05
12 2 4 6.03 6.05 7.03 7.03 7.23 7.32 7.32 7.57 96.06 8.07
13 2 5 6.05 6.07 7.05 7.05 7.25 7.35 7.35 7.59 95.04 8.10
14 2 6 6.07 6.10 7.07 7.07 7.27 7.37 7.37 8.03 95.04 8.12
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Exhibit 19
School inspection report
Document No DST 08
THE AKSHAYA PATRA FOUNDATION
Issue Status 01
VASANTHAPURA Revision Status 00
Revision Date
SCHOOL INSPECTION REPORT Page 1 of 1
Date : Zonal Supervisor : Time of Visit :
School Details
School Code Enrolled Today's
Area Route
Strength Attendance
HM Name Contact No
Teacher Name : Contact No
Teacher Name : `
School Timings Lunch Timings
Week Days
Saturdays
For any suggestions or clarifications or complaints ask teacher to contact : Distribution Cell :- 9379942130
Important Note : Inform the teacher that no one should take home food, since it is meant to be consumed in the
school premises with in the school timings. No Outsiders should be allowed to take food from the school.
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Exhibit 20
School inspection report details
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